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Using the Timetable Add/Modify screen you are able to add a new timetable for a child, or modify details on an existing timetable for a particular child.
If you are modifying an existing timetable, please be aware that any changes made will not be applied retrospectively to sign in sheets that have already been created.
Once you have made the changes you require, or entered the new details, click on the "Update" button at the end of the screen. If you do not wish to update the record, you may cancel this screen by clicking the X in the top right corner of the screen.
Effective Date
Select the date from which you wish this timetable to become effective.
Funding Type
For the duration of this timetable, you are able to select which type of funding the system should use for this child. Options are:
Normal Funding - the child will be funded as appropriate (i.e., Under 2, Over 2, 20 hours ECE or +10) depending on the child's age and attendance.
Casual Funding - the child will be funded based on the rules for casual children (i.e., the child will not be funded for any absences), and the child will only be funded for hours attended.
No Funding - the child will not be funded.
Fees Structure
Specify the appropriate fees structure for this child. The specified fees structure will become effective for this child on the date which this new timetable becomes effective.
Even if the child's attendance times are not changing, you can still specify a new fees structure which will become effective as of the "Effective Date".
For invoicing, the new fees structure will only be used if the "Effective Date" of the timetable is equal to or prior to the "Effective Date" of the invoice.
Promotional Discounts - Description
A list of available promotional discounts will be displayed. If this child is entitled to any of the promotional discounts, check the box next to the name of the appropriate discount(s).
Promotional Discounts - Value
This column will display the value, either percentage of fixed amount, for each promotional discount.
Promotional Discount - Expiry Date
This column will display the date on which each of the promotional discounts in the list will end or expire. If there is no date next to any of the promotional discounts, then the discount will continue until it is removed from the timetable or an expiry date has been set.
Discount Amount
If this child receives fixed value discount on the “Fee Structure” you have selected, in addition to any promotional discounts you may have applied, enter the amount in $$.cc. Please note that if the child receives both a fixed amount and a percentage discount, the fixed amount will be deducted from the fees, and then the discount percentage will be applied on the reduced balance.
Discount %
If this child receives a discount percentage on the “Fee Structure” you have selected, in addition to any promotional discounts you may have applied, enter the discount percentage. Please note that if the child receives both a fixed amount and a percentage discount, the fixed amount will be deducted from the fees, and then the discount percentage will be applied on the reduced balance.
Special Needs
If the child is registered with the Ministry of Education as requiring Special Needs and the necessary EC12/13 forms have been completed, check this box. The system will suspend the 3 week (21 day) absence rule for the period of this timetable if this box has been checked.
Claim Optimum 20 Hours ECE
If you select this option, the system will claim the maximum hours for each day, but will claim the least on a Monday if the child is booked for a Monday. This is done because public holidays most often fall on a Monday. We recommend using this option instead of selecting "max" for each day, unless the child is not claiming “Free” on any day.
Getting 20 Hours ECE Elsewhere
If the parents have indicated on their “Free” hours attestation form that their child is receiving free ECE elsewhere, check this box.
Start
Enter the time that the child starts at your service for each day of the week. If the child attends multiple times in one day (i.e., the child attends in the morning from 8am until 11am and then is collected and taken somewhere else, but returns from 2:30pm to 5:30pm), you will need to complete both start end finish time fields on that day.
Finish
Enter the time that the child finishes at your service for each day of the week. If the child attends multiple times in one day (i.e., the child attends in the morning from 8am until 11am and then is collected and taken somewhere else, but returns from 2:30pm to 5:30pm), you will need to complete both start and finish times on that day.
Session
If you have pre-defined session times set up in your Infocare system, you can select the appropriate session time for this child from the drop down list, and the times will be automatically populated for that day.
20 Hours ECE
If your service is offering 20 hours free ECE, and this child meets the required conditions, you may enter the number of hours of free ECE that the child elects to receive for each day of the week. The maximum allowed is 6 hours per day and 20 hours per week.
Max
If you would rather claim the maximum 20 hours ECE hours allowed for this day, check this box. Remember that you are only allowed a maximum of 6 hours per day up to a maximum of 20 hours in a week. We recommend using the "Claim Optimum” option above instead of selecting "max" for each day, unless the child is not claiming “Free” on any particular day.
Room
If you have defined rooms for your service, and you allocate children to specific rooms, then you should select the room that this child will attend for each day of the week while this timetable is current.
Home
For home-based networks, you should select the Home that this child will attend for each day of the week while this timetable is current.
Clear
If you wish to clear all input fields for this column, click the "Clear" button. All entered values for this column will be removed.
As for Monday
If the child attends the same hours every day of the week, instead of entering details for each day of the week, simply click this button and all the values you have entered for Monday will be copied to the other days.
Update
When you have completed entering data for this timetable, click the update button to save the timetable and return to the Timetable Selection screen.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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